Payroll Specialist

Why start your new career with flyExclusive:

flyExclusive is a dynamic and rapidly growing aviation company committed to safety, service excellence, and operational integrity. As part of our team, you'll contribute to a collaborative, high performance environment focused on innovation, professionalism, and continuous improvement. We offer competitive compensation and benefits, opportunities for growth and development, and the chance to be part of a company shaping the future of private aviation. Join flyExclusive and build a career where your skills and contributions truly matter.

Summary and Objective

The Payroll Specialist is responsible for day to day payroll processing, HRIS administration, and employee data support for a private aviation company operating in a multi state, SOX controlled environment. This role is primarily focused on accurate and timely payroll execution using the Paycom HRIS and payroll system.

The Specialist works under the direction of the Payroll Manager to execute payroll transactions, support compliance activities, respond to employee inquiries, and maintain required payroll, tax, and benefits documentation. This role is hands on and execution focused, with no supervisory responsibilities.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Payroll Processing & Multi State Compliance (Primary Focus)

• Process regular and off cycle payrolls for hourly, salaried, and variable pay employees using Paycom.
• Support payroll for a multi state workforce, ensuring accurate application of state and local wage and hour requirements.
• Review payroll previews, registers, and exception reports to identify discrepancies prior to payroll submission.
• Validate timecard data, including hours imported from third party timekeeping or scheduling systems.
• Enter and maintain payroll data in Paycom, including new hires, pay rate changes, earnings codes, and terminations.
• Assist with payroll corrections, retroactive payments, and special earnings as directed.

Paycom HRIS & Data Administration

• Maintain accurate employee records in Paycom, ensuring consistency across payroll, timekeeping, and HR data.
• Support employee use of Paycom self service features related to pay statements, tax forms, and direct deposit.
• Run standard Paycom payroll and HRIS reports to support reviews, reconciliations, and audits.
• Assist with Paycom testing related to system updates, configuration changes, or new state setups.

SOX Controls & Documentation

• Perform assigned payroll control activities in accordance with documented SOX procedures.
• Maintain payroll approvals, reconciliation support, and audit documentation.
• Follow established segregation of duties, system access, and approval workflows.
• Escalate payroll discrepancies, compliance concerns, or system issues to the Payroll Manager.

Payroll Tax & State Account Support

• Support payroll tax administration by assisting with tax account setup, maintenance, and updates for new or existing state and local jurisdictions.
• Assist with monitoring and maintaining state and local tax accounts, including unemployment and withholding accounts.
• Support reconciliation of payroll tax reports and assist with issue resolution in coordination with payroll vendors or Finance.
• Assist with state specific leave program account support (e.g., paid family and medical leave programs), including account setup, employee deductions, and report validation.

Leave Administration Support

• Support payroll related aspects of employee leave administration, including unpaid and paid leaves, state mandated leave programs, and coordination with timekeeping.
• Assist with ensuring accurate pay treatment, deductions, and accruals during leaves of absence.
• Coordinate with HR, leave administrators, and payroll vendors to ensure leave data is accurately reflected in Paycom.
• Escalate complex leave issues or compliance questions for review as needed.

Employee Support & Service

• Respond to routine employee payroll, tax, benefits, and leave questions in a timely and professional manner.
• Research discrepancies and provide clear explanations to employees.
• Maintain strict confidentiality of employee and company information

Skills and Abilities:

• Being a self starter who is highly motivated with strong initiative
• Interpersonal skills with an emphasis on strong communication skills in both oral and written forms
• Effective time management
• Attention to detail
• Focus on excellence
• Adaptability
• Accountability and having hard conversations
• Extensive knowledge of the payroll function including preparation, balancing, internal control, and payroll taxes.
• Excellent organizational, interpersonal, writing skills and attention to detail.
• Strong analytical and problem solving skills.
• Strong supervisory and leadership skills.
• Ability to prioritize and adapt to a fast-paced environment.
• Proven ability to scale processes as our population and payroll complexity increase over time.

Competencies

• Accuracy and attention to detail
• Comfort working within regulated, procedural environments
• Strong organizational and follow through skills
• Ability to escalate issues appropriately
• Customer service mindset with employees and managers with clear, professional communication
• Ability to work collaboratively within Payroll, HR, and Finance teams

Work environment

• Typical office and computer lab environment with frequent interruptions.
• Exposure to loud noises including but not limited to airplane machinery and jet engines.

Physical demands

• Ability to see and hear clearly
• Ability to read, comprehend, and speak English clearly
• Ability to sit, stand, and walk for extended periods
• Ability to regularly lift/move up to 30 pounds

Dress Code and Uniform

• Well-groomed appearance
• Adherence to department dress code

Travel required

• Some, less than 10%

EEO statement

flyExclusive does not discriminate based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age, protected genetic information, status as a parent, marital status, political affiliation, or retaliation based on prior protected EEO activity.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.